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MAS Guidelines for the Structure and Functions of Minority Affairs
Offices at U.S. Medical Schools*
Over the past two years, the Minority Affairs Section (MAS) of
the Group on Student Affairs (GSA) has reviewed the structure and
functions of minority affairs offices. Of grave concern to minority
affairs representatives is stability of the office.
The enclosed document was developed, discussed by the MAS Coordinating
Committee, discussed at the spring regional meetings, approved by
the MAS Coordinating Committee, and approved by the GAS Steering
Committee at its November, 1997 meeting for transmission to the
COD leadership. The GSA and the MAS hope that the COD Administrative
Board will consider distributing this document to medical schools
to provide helpful information that could be used to develop plans
for minority affairs offices or to review the functions of an existing
office in ways that provide credibility for the office at this critical
time.
Introduction
In 1975 the AAMC Committee on the Medical Education of Minority
Group Students presented a position paper to the AAMC recommending
the organization of a new group on minority concerns. This resulted
in the establishment of the Minority Affairs Section within the
Group of Student Affairs.
The MAS was established in recognition of the essential role
minority issues play within academic medical centers. Most medical
schools have a minority affairs representative whose duties and
responsibilities cover a wide spectrum of activities in preparing
minorities for a career in medicine. Initially, minority affairs
representatives focused their attention on recruitment and retention
of underrepresented minority students via visits to recruitment
fairs, sponsoring summer and enrichment programs, etc. However,
over time, the roles and job responsibilities of the MAS representatives
have become more diverse and extensive. The specifics vary by job
title and institution, and each school determines the most appropriate
staffing pattern of their respective offices.
The changing roles and responsibilities of the MAS representative
and the need for professional development led to the first Minority
Affairs Professional Development Conference (PDC) in January 1994.
The conference focused on the multiple demands in minority affairs.
The opening plenary which set the stage was delivered by Dr. Bruce
Ballard, "Minority Affairs--External Conflicts, Internal Conflicts:
The Perpetual Struggle." He presented a list of essential knowledge
and skills that would be necessary to function in minority affairs
in the years to come. During this Conference three minority affairs
office models were presented: Minority Affairs, Student Affairs
and Faculty-Administrator. Within these three models the titles
of the incumbent vary -- Program Associate, Director, Assistant
Dean, Associate Dean, Assistant Vice Chancellor -- of Minority Affairs,
of Student and Faculty Development, of Cultural and Ethnic Programs,
of Diversity. With the recent attacks on affirmative action, the
titles of the MAS representative have become more varied with less
emphasis on minority affairs.
- Office of Minority Affairs Model
In this model, the office primarily serves the needs of minority
students which include recruitment, admission, academic support
programs, academic progress, guidance and counseling and financial
aid. It is necessary for the incumbent in this office to be knowledgeable
about all aspects of student affairs. A disadvantage to this model
is that, historically, funding is often soft money.
- Student Affairs Model
In this model, the services are integrated into a single system.
All student activities and services are housed in the office of
student affairs. Minority affairs functions are less vulnerable
to funding problems since the Student Affairs Office and its services
are generally funded on hard money. An ethnically diverse staff
is crucial. Professional staff must work with students irrespective
of their ethnic/racial background.
- Faculty-Administrator Model
Here, minority affairs activities are coordinated in the context
of an office that provides support to the entire student body,
faculty, and administrators and which are administered by a faculty
member who usually serves in a part-time administrative position.
A follow-up survey to the 1994 PDC along with a survey of the southern
region's minority affairs representatives was conducted in 1994
to determine the roles and responsibilities of MAS officers. As
a result of these findings the Minority Affairs Coordinating Committee
appointed an ad hoc committee to develop recommendations for a model
job description for minority affairs officers.
Based on the recommendations from the ad hoc committee, the MAS
concluded that it would be helpful to develop a document to provide
guidance to schools that plan to establish a minority affairs office
or wish to review the functions of that office. MAS realizes that
the structure and mission of medical school administrations vary
among institutions and that there is no one ideal model. Understanding
the organizational structure of the institution plays an important
part in defining the spheres of responsibilities of minority affairs
officers. The minority affairs officers represent a wide range of
professional and educational backgrounds such as physicians, educators,
psychologists, social workers.
Thus the recommended characteristics are meant to provide guidance
to institutions and are not intended to be prescriptive. Since minority
affairs activities for some medical schools are carried out in central
administrative units of a university, where appropriate "institution"
will be used instead of medical school.
Proposed Guidelines for Minority Affairs Staffing at Medical Schools
In considering the organization of a minority affairs office and
role of the minority affairs officer, an institution may wish to
consider some or all of the following characteristics. This office
and its staff are essential to the achievement of institution's
goals and missions. Diversity is also an important goal of the medical
school.
-
Responsibilities of Minority Affairs Officers:
Regardless of the placement of the minority affairs officer
in the organizational structure of the institution, the basic
responsibilities should be consistent. The effectiveness of
minority programs should be showcased in the Dean's Annual Report.
Ideally,
- The minority affairs officer should provide leadership for
the Minority Affairs Program and be the lead person on issues
related to recruitment, retention, counseling (academic, personal,
and career) of minority students, and public relations as
it relates to minority affairs.
- The minority affairs officer should work closely with other
administrators and the faculty to develop measurable goals
and objectives for minority programs.
- Depending on the institution, the role could encompass all
minority programs that involve predoctoral and postgraduate
education and faculty development.
- Since student recruitment, retention, and counseling must
have a close interface with other units of the institution,
especially student affairs, the minority affairs officer should
be an integral part of the institution's administration, fully
participate in policy and program development as it relates
to student affairs, and have access to student records.
-
Resources and Placement in the Administration of Minority
Affairs Officers
Depending on the institutional administrative structure,
the minority affairs officer may have an autonomous office or
be incorporated in another administrative office or academic
unit. Although the minority affairs officer may report to another
administrator on the institution;s administrative chart, it
is critical for the minority affairs officer to have ready access
to the Dean of the School of Medicine.
To accomplish the goals of the position, it is recommended that
minority affairs officers have:
- a dedicated budget with appropriate control;
- adequate support staff, appropriate office space and equipment
which are important prerequisites for a successful program;
- access to faculty, administrators, and staff who are integral
to the success of minority programs; and
- support and acceptance of the faculty to assure the success
of the goals and objectives of minority programs.
Characteristics and Qualifications of Minority Affairs Officers:
Minority Affairs Officers should:
- have a personality or leadership style suitable to a leadership
role;
- have experience and background that are generalizable within
the scope of medical education;
- have a sensitivity and appreciation for cultural diversity,
and have personal experience with minority issues that impact
academic progress in medical school. Experience in working with
a diverse student populations, faculty and staff;
- hold Faculty rank with teaching, clinical, and research responsibilities,
if appropriate to the position description and/or the individual;
- have allocated time and support for research and professional
development necessary for retention and promotion in the institution
if the position entails faculty status;
- have essential knowledge and skills which include areas such
as:
- Awareness and/or knowledge of the preparation necessary
to enter medicine;
- Familiarity with financial aid issues and regulations;
- Ability to provide professional, personal and social counseling;
- Expertise in diversity and its impact;
- Knowledge of and skill in working with the community;
- Acquiring grant support and working withthe institution's
development office; and
- Knowledge of and working with legislators
Summary
Programs within minority affairs offices should be integrated into
the Institution's mission and educational philosophy. Therefore,
institutional commitment is important to the effective functioning
of minority affairs officers and offices, irrespective of their
location within the organizational chart of the institution.
It is hoped that these Guidelines will enhance the relationship
between the minority affairs officers and their institutions as
they pursue the common goal of improving medical education for all
students.
*Approved by the AAMC Council of Deans' Administrative Board June
11, 1998
For more information:
Lily May Johnson
AAMC-Diversity Policy and Programs
(202) 828-0573
lmjohnson@aamc.org
Angela Moses
AAMC-Diversity Policy and Programs
(202) 862-6203
amoses@aamc.org
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